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Access Permissions. Zack Lane ReCAP Coordinator July 2013. ReCAP Columbia University . Factors Controlling Access. There are two main factors controlling access to ReCAP collections User permissions Who is placing the request? Item permissions What is allowed for the collection?. - PowerPoint PPT Presentation

Transcript of Access Permissions

ReCAP Data Part 2: Requests

Access PermissionsZack LaneReCAP CoordinatorJuly 2013ReCAPColumbia University There are two main factors controlling access to ReCAP collections

User permissions Who is placing the request?

Item permissions What is allowed for the collection?Factors Controlling AccessReCAPColumbia University Who is placing the request?

Patrons : Users place requests in CLIO or may have mediated requests placed by staff.

Staff : Several mechanisms depending on collection and purpose.User PermissionsReCAPColumbia University

Clio Classic :Clio Legacy :Clio Beta :

Staff Request Forms : Patron access to online request requires an active UNIUNI authentication is maintained by CUITAny active UNI is sufficient to place physical delivery requests, including printing UNIsUser PermissionsReCAPColumbia University

EDD requesting requires active borrowing privilegesAlumni may need to re-activate UNINon-affiliates must contact the Library Information Office at or (212) 854-7309User PermissionsReCAPColumbia University

Active borrowingInactive borrowingNo borrowingStaff place requests through one of several mechanismsAccess to staff request forms requires active employment and an active UNIUser PermissionsReCAPColumbia University

Circulation staff will primarily place Mediated Requests on behalf of patronsSee ReCAP Request Mechanisms for more informationItem permissions are *complicated*In short:CUL controls request permission using CLIO LocationReCAP controls delivery location using Customer Code

For clarity, the explanation of CLIO Location begins with on-campus collectionsItem PermissionsReCAPColumbia University CUL is divided into department librariesEach department library has several different collectionsCollections are each assigned a CLIO locations (ital.)Local access permissions are associated with collection/CLIO locationOn-Campus Item PermissionsReCAPColumbia University Columbia University LibrariesAvery LibraryBurkeLibraryWare Coll.warLC StacksutsVan Essuts,essxx1See CPM-500 for a complete list of CLIO location codes595 total (51 for Offsite collections)CLIO LocationsReCAPColumbia University

ReCAPColumbia University Item Permissions at CULCLIO location is associated with loan period for both on-campus and Offsite collectionsLoan period is determined by several factorsCLIO LocationPatron GroupItem Type

For Offsite collections, CLIO Location also controls delivery optionsDelivery options on the request form load according to CLIO LocationUnrestricted collections may be delivered to all campus location; restricted collections often to only oneDelivery OptionsReCAPColumbia University

Special collections at Avery LibraryGeneral collections at The Burke LibraryExample source code for options in the drop-down menuFor more information see the Delivery Options/Default Delivery LocationsDelivery OptionsReCAPColumbia University

Requests may still fail because ReCAPs customer code does not permit delivery to a given location (this is a good thing!)ReCAP is a single, giant shelving spaceIt contains books from all three partnersEach book is assigned a customer codeShelves contains only books with same codeAccess permissions are determined by customer codeItem Permissions at ReCAPReCAPColumbia University ReCAPBUBSRSBUUTBUAVARBUBUBSRHNANHNANBNLNAPAPAPKPAPVPTBURSAVUTBUBUCULCULCULPULNYPLReCAPColumbia University Customer code determines access permission and delivery location for collections at ReCAPEach code has authorized delivery locations assigned; the full table can be found here

Item Permissions at ReCAPFor more information see the Customer Code website

ReCAPColumbia University Barcode number is the only piece of data CULs and ReCAPs databases have in commonCustomer codes are synchronized with both CLIO Locations and barcode prefixSynchronization ensures that all requests are permissibleIf an improper requests is submitted the customer code table ensures that it will fail

Item Permissions at ReCAP

Failures are few and accidentalMost are due to duplicate holdings and are easily corrected

Once a patron has permission to place requests it works dynamically and with easeCLIO Location and customer code protect special collections and allow constant, consistent access to all collectionsItem PermissionsReCAPColumbia University